Project at a glance
Custom AI Agent for Case Management Automates Bulk Document Analysis, Saving 35+ Hours Daily
35+
The Tools
Products and services implemented
Implementation
Solution
Microsoft Copilot Studio
Services
The Challenge
Manual Processes Impede Growth
Understanding the client's initial state—characterized by manual, time-consuming workflows—is crucial to appreciating the transformative impact of the subsequent AI-powered solution.
The firm was grappling with an operational model that was no longer sustainable and directly limited its capacity for growth.
The core operational difficulty stemmed from the case intake process. For every new case, teams were required to manually parse vast collections of disparate documents, emails, and PDFs stored in SharePoint. This created a critical bottleneck that consumed an enormous amount of expert time and physically prevented the firm from scaling its operations to meet a growing caseload.
From a technical perspective, the core challenge was one of contextual isolation: standard AI tools struggled to limit their queries to the specific set of documents belonging to a single case file, often pulling in irrelevant information from the firm's massive repository of historical data. This made it impossible to get reliable, case-specific answers.
"Our teams were buried in document review, which capped our growth. We couldn't just throw more bodies at the problem. 360 Visibility understood our unique workflow and built an AI Agent solution that didn't just automate a task, but fundamentally redesigned our capacity for handling cases."
The Solution
A Custom-Built AI Agent for Case Management
360 Visibility's approach was not to apply a generic tool, but to architect a bespoke AI agent grounded in a deep understanding of the client's specific business processes and strategic objectives. The goal was to build a solution that integrated seamlessly into their existing workflow and delivered immediate, targeted value.
The result was the "Case Management AI Agent," a custom application built on Microsoft Copilot Studio and supported by Azure cloud services. The agent’s primary function is to automatically parse all incoming case documents—from emails to PDFs—and generate a structured intake summary based on a pre-determined firm template. This single capability eliminated the most time-consuming step in the case intake process.
Furthermore, the agent empowers staff with powerful interactive capabilities. Team members can now query case data using simple, natural language prompts, such as, "What are the next steps for this case?" or "Generate a summary email based on the available information." This functionality does more than provide access; it fundamentally transforms static document repositories from passive archives requiring manual search into dynamic knowledge bases capable of generating on-demand insights. The team moved from hunting for documents to receiving direct answers.
This targeted solution delivered immediate and measurable improvements to the firm's operational efficiency and capacity.
The Results
Transforming Efficiency and Empowering Experts
The implementation of the AI Agent for Case Management moved beyond simple automation to deliver a strategic shift in how the firm utilizes its expert talent. The outcomes underscore a clear causal chain of success, demonstrating the power of a process-centric approach to AI. The deep collaboration between 360 Visibility and the client ensured the solution was in perfect alignment with firm requirements. This alignment was the key to successfully streamlining case intake and ultimately led to the empowerment of their experts and readiness for the future.
1
Alignment with Firm Requirements
The custom-built nature of the agent ensured it perfectly matched the firm's unique case intake and analysis workflows. Because the solution was designed around their existing business processes, it led to rapid user adoption and delivered immediate, tangible value without requiring a disruptive overhaul of their operations.
2
Streamlining Case Intake and Analysis
The automation of document parsing and summary generation directly addressed the primary operational bottleneck. The quantifiable impact—a time savings of 30 minutes to 2 hours per case—allowed the team to efficiently manage a high volume of 70 cases daily. This was achieved without adding staff, proving the solution's ability to drive scalable growth.
3
Successful Implementation and Collaboration
The project's success was a testament to a deeply collaborative approach. 360 Visibility's AI experts worked in lockstep with the client's team to meticulously understand and map their business processes before any technology was built. This partnership ensured the final product was not just technically sound but also perfectly aligned with real-world business needs.
4
Empowerment and Future Readiness
By automating the tedious, data-centric tasks of document analysis, the solution empowers the firm's case management professionals to dedicate their expertise to the irreplaceable 'human parts' of case resolution: strategic thinking, client counsel, and complex problem-solving. This platform now serves as a robust foundation for future AI-driven process automation initiatives across other areas of the firm.
"This project was a perfect example of AI's true potential. By focusing first on the client's business process, we were able to build an AI agent that didn't just speed things up—it fundamentally changed their capacity to scale and allowed their experts to focus on what they do best."
Jason Meilleur
Cloud Solutions Director - 360 Visibility
